implementing a computerized time/attendance access control system

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IMPLEMENTING A COMPUTERIZED TIME/ATTENDANCE

ACCESS CONTROL SYSTEM

TENDER NO. ACS2/2005-2006

ICT Authority JULY 2006

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INDEX

TABLE OF CONTENTS

Contents Pages

(a) Form of Tender 3 - 5 (b) Instruction to Tenderers 6 - 11 (c) Specifications & Conditions of ICT Authority 12 - 23 (d) Financial Summary Sheet 24 - 26 (e) Form of Tender Bond 27 - 28 (f) Form of Agreement 29 - 30

(g) Form of Performance Bond 31 - 32

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ICT AUTHORITY

FORM OF TENDER

TENDER NO. ACS2/2005-2006

This Tender Form issued

to……………………………………………………….......................................must be

delivered, duly completed and addressed to the Executive Director, ICT Authority, Port

Louis and should be deposited in the Tender Box, ICT Authority, Port Louis latest at

14.00 hrs. on Friday 11th August 2006.

Tenders received after the specified time and date will not be considered.

The ICT Authority reserves the right to accept or reject any Tender and to annul the

tendering process and reject all Tenders at any time prior to award of contract without

thereby incurring any liability to Tenderers or any obligation to inform the Tenderers of

the grounds for the ICT Authority's action.

.............................................................................................................. ........................

Persons tendering are required to fill in all the blank spaces in this Tender Form.

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To: The Executive Director, ICT Authority

Sir,

Having examined all the documents making up the Table of Contents including the

financial proposal as per the Financial Summary Sheet for the setting-up, completion and

maintenance of the following work:

SUPPLY, INSTALLATION, CONFIGURATION, TRAINING, COMMISSIONING AND MAINTENANCE OF EITHER “A PROXIMITY CARD BASED TIME/ATTENDANCE ACCESS CONTROL SYSTEM” OR “A BIOMETRIC FINGERPRINT TIME/ATTENDANCE ACCESS CONTROL SYSTEM”.

1. We agree to execute all the works therein referred to, in full conformity to your

entire satisfaction for the sum of Rs -------------------------------------------------------

as detailed in the Financial Summary Sheet attached.

2. We further undertake, if our tender is accepted, to commence works within 7 days

of receipt of award of contract and shall proceed to complete and deliver all the

work in terms of the express conditions of the contract.

3. If our tender is accepted we will, if required, provide good and sufficient sureties

or obtain the guarantee of a local bank to be jointly and severally bound with us in

a sum not less than 10 per cent of the above named sum for the due performance

of the Contract under the terms of a Bond to be approved by you.

4. We undertake to furnish a Performance Bond as required within 7 days from the

date of acceptance of the tender and sign the contract when convened to do so.

5. We herewith attach a security in the form of a Tender Bond from a Bank

established in Mauritius in the sum Mauritian Rupees Twenty Five Thousand (Rs

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25,000) and we agree that this sum shall be forfeited in the event we refuse to

execute the contract after your formal acceptance to our tender.

TENDER BOND TO BE SUBMITTED IN ORIGINAL AND WILL NOT BE

ACCEPTED BY FAX. A BANKER'S OFFICE CHEQUE IS ALSO

ACCEPTABLE.

6. Unless and until a formal Agreement is prepared and executed, this Tender,

together with your written acceptance thereof, shall constitute a binding Contract

between us.

CONTRACTOR ……………………… WITNESS………………..............................

(SIGNATURE) (SIGNATURE)

NAME...................... ………………… NAME...............…………………………….

ADDRESS ................................ ............ ADDRESS….................................................

………………………………………… ………………...............................................

DATE…………………………………… DATE……………………………………….

PHONE NO.: …………………………… PHONE NO.: …………………………

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ICT AUTHORITY

INSTRUCTIONS TO TENDERERS

TENDER NO.ACS2/2005-2006

Implementing a computerised access control system, operators in Mauritius are invited to

tender for the supply, installation, configuration, training, commissioning and

maintenance of either “a proximity card based time/attendance access control system” or

“a biometric fingerprint time/attendance access control system”.

1. The Tender Documents shall consist of:

(a) Form of Tender

(b) Instruction to Tenderers

(c) Specifications & Conditions of the ICT Authority

(e) Financial Summary Sheet

(f) Form of Tender Bond

(g) Form of Agreement

(h) Form of Performance Bond

2. The Tenderers shall check all documents for completeness against the table of

contents and shall check all pages of the Tender Documents. Should the Tenderer

find any page missing/in duplicate or any figures and wording indistinct, or be in

doubt as to the true meaning of any part of the Tender Documents, he shall at

once notify the:

EXECUTIVE DIRECTOR,

ICT AUTHORITY

PORT LOUIS

but not later than 10 days prior to the date set for the closing of the tenders. Any

clarification or amendment will be issued formally by final addenda to all

Tenderers. All discrepancies shall thereupon be rectified by the Tenderer.

Addenda revising, adding to or deducting from the Tender Documents may be

issued by the Executive Director, ICT Authority either on response to the request

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from prospective Tenderers for explanations or for other reasons. Each addendum

will be issued to all Tenderers to whom the Tender Document has been issued.

Such addendum will become part of the Contract Documents and receipt thereof

must be acknowledged immediately by signing and returning the

acknowledgement form distributed with the addendum.

No liability will be admitted nor claim allowed in respect of errors, mistakes or

discrepancies in the submission of Tender Documents to the tenders which should

have been rectified in the manner described above.

3. The Tender Documents may be obtained from the Executive Director, ICT

Authority.

4. All Tender Documents and correspondence shall be drawn up in English only.

5. Tenderers shall complete the Form of Tender, Form of Tender Bond, Financial

Summary Sheet, tables for reference sites and staff profile and place them in an

envelope addressed to the Executive Director, ICT Authority.

6. The envelope shall be sealed and the name and address of the Tenderer as well as

the name of the project and Tender No. ACS2/2005-2006 marked thereon, and it

shall be addressed to:

EXECUTIVE DIRECTOR

ICT AUTHORITY,

PORT LOUIS

and deposited in the Tender Box situated at the ICT AUTHORITY at the above

mentioned address before 14.00 hours on Friday 11th August 2006.

N.B. TENDERS AND TENDER BOND WILL NOT BE ACCEPTED BY

FAX.

7. Tenderers are required to submit their Tender on a fixed Price basis whereby they

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agree to execute all the works referred to in the Tender Documents (Pages 1 to

32) for a fixed sum which is to include for all possible increase in labour,

materials, freight, transport, fuel, changes in exchange rate, taxes including VAT,

etc.

8. In order to secure the due performance by Bidders of the obligations undertaken

by them, a Security in the form of an original Tender Bond from a local bank in

the sum of Mauritian Rupees Twenty Five Thousand (Rs. 25,000) is required to

be submitted with the tender.

(i) The amount shall be forfeited to the ICT Authority in the event the

Tenderer withdraws his Tender or part thereof before expiration of its

validity period including any extension agreed upon with the Tenderer

and/or fails to enter into contract, including the submission of a

Performance Bond, within seven (7) days after an award is made to him by

the Executive Director, ICT Authority. The Tender Bond shall be valid for

thirty (30) days beyond the validity period of the tender which is one

hundred and eighty (180) days. (i.e.: Tender bond should be valid for 210

days).

(ii) The security provided by unsuccessful Tenderers will not be repaid or

discharged until the expiration of one hundred and eighty (180) days from

the day on which tenders to be opened or until such earlier time as a tender

shall have been accepted and a Performance Bond shall have been duly

provided by the Tenderer whose tender is accepted.

(iii) The security provided by the Tenderer whose tender is accepted shall be

repaid or discharged when the Performance Bond has been duly entered

into and executed.

9. The Form of Tender and other Tender Documents including the Financial

Summary Sheet submitted must be completed in every respect. Any conditions

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attached to the Tender Documents will be liable to rejection. Any Tender which is

incomplete will not be considered.

10. All recipients of these Tender Documents (whether a Tender is submitted or not)

shall treat the detail of the Documents as private and confidential.

11. The ICT Authority shall not be responsible for or pay any expenses or losses

which may be incurred by a Tenderer in the preparation and submission of the

Tenders or in visiting the sites in connection therewith.

12. The successful Tenderer will also be required to provide a bank guarantee for the

good performance of the contract (Performance Bond) equivalent to 10% of the

Contract Price. The Performance Bond should be valid for six (6) months.

13. Tenderer's attention is particularly invited to laws and regulations concerning the

Safety and Health Labour regulation, Social Insurance, Labour Taxes and Tax

Deductions, Resident and Work Permits for Expatriates, Import Restrictions and

Duties, Contractor's Tax and Companies Registration Requirements, etc.

14. Where successful bidder fails to start operations within the period specified in the

contract, the ICT Authority shall, without prejudice to its other remedies under the

contract, deduct from the contract price, as liquidated damages, a sum equivalent

to 1% of the contract sum per week or part thereof of the delay until actual start

up of operations, up to a maximum deduction of 10 % of the contract sum. Once

the maximum is reached, the ICT Authority may consider the termination of the

contract. Notwithstanding the above, the ICTA, without prejudice to any other

remedy for breach of contract, by written notice of default sent to the bidder, may

terminate this contract in whole or in part:

where the bidder fails to start operations within the period specified in the

contract or within any extension thereof granted by the ICTA; or

where the bidder fails to perform any other obligation(s) under the contract.

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15. The Tenderer will be required so far as may be consistent with his obligations

under the contract to make the maximum possible use of indigenous commodities

and Mauritian technicians and labour.

16. The Tenderer shall ensure that his Tender is arithmetically correct in all respects.

Should at anytime, any arithmetical error be found which when corrected would

have the effect of lowering the tender price; such lower price shall be accepted as

the Contract Sum. If such correction would have increased the Tender Price, the

increase shall not be allowed and the rates shall be adjusted accordingly.

17. Notification of Award of Contract shall be made by the Executive Director, ICT

Authority.

18. The Employer reserves the right to split, accept or reject any Tender and to annul

the tendering process and reject all Tenders at any time prior to award of contract

without thereby incurring any liability to any Tenderer or any obligation to inform

the Tenderer of the grounds for Employer's action.

19. Until a formal agreement is prepared and executed, the Tender or Tenders

together with the written acceptance of the Employer shall constitute a binding

contract between the Employer and Tenderer.

20. The apparent silence of this specification and any supplemental specifications as

to any details or the omission from it of a detailed description concerning any

point shall be regarded as meaning that only the best commercial/professional

practices are to prevail and that only top quality services are to be provided. All

interpretations of the specifications shall be made upon the basis of this statement.

21. The Tender must be signed by one person duly authorised to do so. A Tender

submitted by a corporation must bear the seal of the corporation and be attested

by its Secretary. A Tender submitted by joint ventures of two or more firms must

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be accompanied by the Document of formation of the joint-venture duly

registered by witness sworn statements Notary Public or other Official deputised

by witness sworn statements in which is defined precisely the conditions under

which the joint-venture will function, its period of duration, the persons

authorised to represent and obligate it, the participation of the several firms

forming the joint-venture and other information necessary to permit a full

appraisal of its functioning.

22. Terms of Payment:

(i) 90% of Contract Value after delivery, installation, commissioning and

acceptance of project.

(ii) The remaining 10% of the contract value shall constitute a retainer that

will be disbursed after one year. However, this amount can be released

against the submission of a bank guarantee valid up to the end of the first

year period. The retainer shall be an advance payment bond that will only

be disbursed to the contractor upon the successful execution of the

agreement as per the conditions.

In case of any breach of contract by the contractors, the ICT Authority shall have

the right to adjust the damages arising out of such breach of contract, etc. against

the above bank guarantee.

I/We the undersigned have read the above instructions to Tenderer and

acknowledge the same.

CONTRACTOR : …………………………………

SIGNATURE : …………………………………

NAME : …………………………………

DESIGNATION : …………………………………

DATE : …………………………………

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ICT AUTHORITY

SPECIFICATIONS & CONDITIONS

REQUIRED BY ICT AUTHORITY


Executive Summary

The ICT Authority invites operators in Mauritius for the supply, installation,

configuration, training, commissioning and maintenance of either “A Proximity card

based time/attendance access control system” or “A Biometric Fringerprint

time/attendance access control system”. The system will be used for record of

time/attendance management and controlling access of the staff members entering and

coming out of the ICT authority premises. The system will comprise of software to be

loaded on to a centralised PC, which in turn will be interfaced with related hardware like

proximity card reader and access cards, electromagnetic lock, door controllers among

others.

PROPOSED SYSTEM REQUIREMENT a) Main Objectives:

The objectives of the proposed card readers system are:

• To implement a convenient, contact free time/attendance access control system for

the ICT Authority staff members.

• To automatically record the IN and OUT timings of the ICT Authority staff members

entering and coming out of the ICT Authority premises.

• To generate attendance reports on a daily, weekly or session basis and other

management information reports as required by the user.

b) Scope of Work:

Operators are invited to supply the required software, hardware, cabling, install,

commission and maintain the entire system and provide operational services at the

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premises during the warranty period for the proposed proximity card based time

/attendance access control system.

The scope of the work for the selected contractor would involve:

• Supply of required hardware and software of the proximity card based time

/attendance access control system as per the tender specification.

• Installation and commissioning of the proximity card based system by integrating the

required hardware and software.

• To provide on site training on the operation of the proximity card based time

/attendance access control system to ICT Authority system administrators and

concerned operating staffs.

• Operational service of the proximity card based time /attendance access control

system by deploying one skilled person during the first week of operation.

• To generate reports as per the user requirements on a daily, weekly or at the end of a

session basis.

• Maintenance of the system by keeping sufficient spare parts during the warranty

period to avoid emergency breakdown.

• To provide free of charge updates, add-on software patches for the proximity access

card software as and when new versions of the same are developed by the vendor

within next two years.

• To provide full network configuration diagrams and full technical specifications of

each component for the proposed system.

The ICT Authority has five main doors spread on three floors as follows: level 10 - two

aluminum doors, level 11 - one aluminum door, and level 12 - two doors (one made of

aluminum and the other is wooden). These doors are used for entry as well as exit.

Therefore, proximity card based access reader has to be installed at all the 5 (five)

entrances. Each door, at both side of it, shall have two card readers (one for use during

entry and the other for exit) consisting of a console and LED Status indicators for

indication of “Wait” & “Go”. All the doors shall be fitted with suitable door controllers

and magnetic locks for access control. All the proximity card readers at each door should

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be connected to a centralized computer which will be located in the server room on level

11.

c) Hardware

1. Proximity Card Readers.

Each Card Reader terminal should contain a built-in proximity badge reader with its own

backup battery. Date, time and employee name verification, and public/private messages

can be displayed on the LCD screen of this proximity reader.

Employees simply wave their badges in front of the terminal to punch IN or OUT, even

when the badge is in the employee's wallet or purse. With the proximity reader, no direct

contact is required and there are no moving parts making the terminal virtually

maintenance free.

Desirable features among others:

• Swipe & Go or IN/OUT modes.

• Name verification displays the card holder's name.

• Programmable function keys that can be set for:

o Department transfers

o Job changes

o Opening doors (with lockout module, relay and electronic door lock)

o Viewing previous punch

o Entering tips

• Public and private messages.

• Optional lockout feature for preventing early punch-in and late punch-out.

The networked access card readers should communicate through Cat 6 cable with the

centralized computer in the server room.

2. Access cards

75 (seventy-five) proximity access cards should be provided. Each card should be easily

programmable from the standard software to provide the proper access to the respected

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employees. Each card should also bear the digital photo of the card bearer, including

his/her name and job designation.

3. Electromagnetic Lock:

• Operating voltage : 12/24 volts DC

• Holding force : 700lbs

• power converter : 220V AC to 12/24V DC

4. Door Controller:

• Operating voltage : 12/24 volts DC

• Should support RS 232 port Communication

• Indication for status of door controller like Open & Close

5. Centralised Computer

Specifications Requested Proposed

Computer brand and model State

1. CPU

Compatibility (IBM, Apple, etc) IBM

Country of manufacture State Country

Country of assembly State Country

Microprocessor Intel PentiumIV with HT

technology 3.0 GHZ or

better/equivalent

CPU upgrade State upgradeability

System Bus Speed 800 Mhz FSB

Standard bus architecture PCI

PCI slots 3

AGP slot 1

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Cache (L2) 1 MB or better

2. RAM

RAM capacity 512 MB

Type of RAM DDR

RAM extensibility Min 1.0 GB

3. Keyboard

Configuration US Qwerty

4. Mouse

Compatibility Microsoft

Type (Ball, optical) Ball (Scroll, driver and pad)

Other feature Wheel

5. Communication

Network Interface card with UTP

socket

10/100/1000 Base T (RJ 45)

Minimum No of Ports

Parallel 1

Serial 2

USB 6

Mouse PS/2 1

Keyboard PS/2 1

6. Mass Storage Drives

Floppy Drive 3 ½ internal 1.44 MB

No of internal drives 1

Formatted capacity of Hard Disk Min 80 GB/ 7200 RPM

Hard disk controller IDE / SATA

DVD Combo Drive CD RW/DVD ROM

7. Cabinet Flat Bed /Rack Mounted

8. Standard Software

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Operating System To be proposed by the

supplier

9. Miscellaneous

ISO 9000 Compliance Copy of certificate of

authenticity to be attached

Documents Supporting documents to

show all features to be

proposed

Warranty 3 Years

10. Complete Installation &

Commissioning

Yes

d) Software The proximity card reader software should be bundled with its database system. It should

have a user-friendly front-end menu for easy operation of the system to carry out

functions like enrollment, attendance management, audit trail, online help, report

generation as per user requirements, backup and restore and capable of interfacing with a

future payroll system.

Desirable features among others:

• Manage time IN and OUT and attendance of all the ICT authority staff.

• The system should also maintain a full audit trails, allowing accountability and

recreation of activities for administrative purposes.

• The application software integrated with card reader and time attendance system

should have a user friendly GUI (Graphical User Interface) for easy operation of

the system and report generation on time/attendance on a daily, weekly or session

basis as per the requirement of the user.

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• Should generate signals for indication of identification process in the GUI as well

as card reader console.

• Ways for setting User rights & restricting the access.

• Should support offline & online enrollment.

• Identified employee should get stored in database.

• Should be able to generate customized reports as per user’s requirement.

• Communication with using TCP/IP.

• Software should have emergency overriding facility.

• Software should be scalable in terms of number of users and add on advanced

features.

• The software should be provided in CD media along with the user’s manual.

e) Cabling & PVC Pipes

• Cat 6 Cables for networked card readers.

• Power Supply Cables: Card readers, Electromagnetic locks and door controllers

of required length.

• PVC pipes for laying cables of required length.

Note:

All the wires (Signal & Power cables) have to be laid inside suitable PVC pipes of

required length, above the false ceiling. The wires have to be laid from the proximity

card readers at each main door (total 5 main doors) to the data room where computer

will be kept for the operation of the system. All the data cables from the three floors

(10, 11 and 12) should converge to the server room located on the 11th floor. The

operators are required to calculate the cable & PVC pipe requirement based on a

measurement survey at the authority and quote accordingly.

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Alternative proposal for the above system

Suppliers are also invited to quote for a biometric fingerprint recognition based Time

attendance recorder and Access controller as an alternative for the Proximity card based

time/attendance access control system.

N.B: Suppliers quoting for this option should mandatorily explain compliance of

this solution with the Data Protection Act of 2004

The biometric device should be ready to use, easy to install and should interface central

server, as described on page 15, section 5. The biometric recognition software should be

bundled with its database system as described on page 17, section d. It should also be

able to register, store, match fingerprints and send transaction log records to the central

server. In case server is not available it should backup logs in its memory.

Desirable Features:

• Security with advanced fingerprint minutiae matching

• High-performance, maintenance-free optical fingerprint scanner.

• Supports greasy, oily, wet, smeared and even stained fingers.

• Fast and Perfect Identification through excellent Algorithm.

• Eliminates proxy punching.

• TCP/IP Ethernet networking

• It should interface with secondary devices such as door exit switch, door sensor,

EM Lock, Electric strike

• No special treatments or maintenance required

• Scratch-proof, unbreakable glass platen made of material as hard as quartz

• Resistant to shock, ESD, and extreme weather

• Large imaging area (0.5 inch x 0.6 inch)

• High resolution (500 dpi)

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• Large image size (78,000 pixels)

• Long life

The software should be compatible with Windows95/98/NT4.0/2000/ME/XP and has to

be installed on a server or desktop computer for remotely managing Time Scan terminals

and logs.

The optical sensor should be virtually indestructible, made of a very hard quartz-like

material that resists scratches, stress and corrosion.

It should resist the following exposure:

• Tropical climates

• Electrostatic discharge (ESD)

• Impact, vibration, and shock

• Scratches to sensor prism even from sharp objects

• Contaminants and corrosives such as sweat, dirt, oil and cleaning agents

It should not use any coatings or thin films, which are required by many semiconductor-

based sensors and competitive optical sensors in the market in order to protect the

delicate sensor components or to improve contact with the skin. Such coatings may be

vulnerable to scratches and corrosion that can degrade the performance of the sensor over

time and cause unexpected replacement or repair costs in the long run.

If there is any defect or fault in the performance of the sensor product, it should be

replaced for free within one year of purchase.

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Project Implementation schedule

The contractor will be expected to quote for the necessary supply, installation,

configuration, training, commissioning and maintenance based on this document.

However, on award of contract, the contractor will have to undertake a detailed study of

the operations of the customer and deliver a Functional Specifications Report.

On approval of this Functional Specifications Report, the contractor will be able to

proceed with any development/installation of the application hardware and software.

A detailed project plan based on the activities is listed below. The critical path should be

clearly outlined and any tasks which could potentially delay implementation, highlighted.

The time taken for the different activities should be indicated within a total timeframe of

2 (two) weeks. Activity

Functional Specification Study

Delivery of Hardware and Software

Implementation & Configuration of system Hardware, Software & Cabling

Hardware & Software Testing

System Admin & user training

Implementation/Acceptance

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Payment terms

Contractors will be required to follow the following requirements as far as project

schedule is concerned:

Activity Payment Associated (% of total project value) Award of Contract Functional Specification Study If the report is approved, 20% of payment in

exchange of a bank guarantee valid until delivery of hardware & system software. If the report is not satisfactory, one month for amendments will be allowed and still, if the report is not satisfactory, the contract will be cancelled and no payment will be made.

Delivery, Installation & Commissioning of Hardware & System Software

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Testing and admin & user Training 20 Acceptance 10 Warranty 10

Support Service

1-year warranty for all software, hardware and cabling products with a minimum of 1

week onsite skilled technical manpower support after the installation of the system.

• The call back time of the contractor for any problem that has been reported should

not be more than 2 hours.

• Contractors should ensure that the maximum down time should not exceed 24

hours from the time the fault has been reported.

• The contractor should provide backup equipment in case repairs will be longer

than 24 hours.

• The contractor will also be responsible for transferring system & associated

software as well as necessary hard disks to the backup machine.

• The contractor should note that in case it does not perform, a 5% penalty on the

annual maintenance charges may be levied by ICT Authority.

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Certificate of authenticity

All software proposed should come with a certificate of authenticity. Contractors will

submit relevant certificates ISO 9000 certification.

Reference Sites & Staff Profiles

A company profile of the contractor in Mauritius as well as a list of the support staff and

their respective qualifications and experience should be provided. Contractors are

requested to mandatory fill in the tables below in this respect. Possibilities of site visits

are to be specified.

Customer Site – Company Name, Address, Fax

Customer – Contact Person, telephone (Letter from customer as far as possible)

Application (Type of activity)

Hardware (Type of server, system software & number of connected workstations)

Date of Implementation

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ICT AUTHORITY

FINANCIAL SUMMARY SHEET


Contractors will submit their financial proposals on the Financial Summary Sheet

below:

The financial proposal should reflect all the costs involved for the solution quoted in the

technical proposal.

The commissioning of the equipment will be done on basis of information provided in

technical proposal.

Prices quoted in the Financial Summary sheet will be binding and should be supported by

detailed calculations.

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FINANCIAL SUMMARY SHEET

Prices should be fixed (not subject to fluctuations in prices of materials, labour, freight, travelling, fuel, exchange rates and transport) & inclusive of all applicable

duties and taxes along with installation and configurations charges

Proximity Card Based Time/Access Control System Quantity Proposed (Rs.) Centralized Computer ……. ………………..

Card Reader application software ……. ………………..

Time attendance application software ……. ………………..

Proximity card readers ……. ………………..

Proximity Access cards ……. ………………..

Electromagnetic Lock ……. ………………..

Door Controller ……. ………………..

Cabling and PVC pipes (in metres) ……. ………………..

Installation and commissioning ………………..

Training ………………..

Total price (Rs.) ………………..

Biometric Fingerprint Time/Access Control System Quantity Proposed (Rs.) Centralized Computer ……. ………………..

Biometric Fingerprint recognition application software ……. ………………..

Time attendance application software ……. ………………..

Biometric Fingerprint recognition device ……. ………………..

Electromagnetic Lock ……. ………………..

Door Controller ……. ………………..

Cabling and PVC pipes (in metres) ……. ………………..

Installation and commissioning ………………..

Training ………………..

Total price (Rs.) ………………..

111

75

5

5

1

1

1

5

5

10

10

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Maintenance charges (labour & parts) for all hardware and software (9h00 to 17h00,

Monday to Friday). Contractors will amend their usual Warranty/Maintenance Contract,

if necessary, to satisfy the above conditions and specify the costs of maintenance for the

first 5 years (inclusive of warranty).

Rs. /annum Proximity Card Based Time/Access Control System Warranty

1st year ----------------------

2nd year ----------------------

3rd year ----------------------

4th year ----------------------

5th year ----------------------

Total price (Rs.) ----------------------

Rs. /annum Biometric Fingerprint Time/Access Control System Warranty 1st year ----------------------

2nd year ----------------------

3rd year ----------------------

4th year ----------------------

5th year ----------------------

Total price (Rs.) ----------------------

Signature …………………………………

Full name of signatory ………………………………….

Designation ………………………………….

Phone number ………………………………….

Fax number ………………………………….

Address: ………………………………….

Date: ………………………………….

Company's official seal

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ICT AUTHORITY

TENDER BOND


KNOW ALL MEN by these present that we, …………………………………….…

…………………………………………………..……..whose registered office is at

……………………………………..……………(hereinafter called “The Surety') are

held and firmly bound unto the ………………….. (hereinafter called 'The Employer')

in the sum of Rupees .......………………………………………………………………

………………………………………………………………………………………………

(2% of tender value) for the payment of which sum we bind ourselves, our successors and

assigns jointly and severally by the presents.

WHEREAS........................................................................................................................…

whose registered office is at………………………………………………………………

……………………………………………………………………………………….…….

(hereinafter called 'The Tenderer') has, by a Tender (hereinafter called the 'Said

Tender') made to the Employer offered to enter into a contract, viz:-

CONTRACT for the supply of……………………………………………….……………

………….as therein mentioned and has undertaken to enter into a Performance Bond for

the due performance of the Contract should the said Tender be accepted by the Employer.

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NOW THE CONDITION of this Bond is such that if the Tenderer shall maintain the said

Tender and shall enter into a Contract, including the submission of a Performance Bond

for the due performance of the Contract within 15 days of the date of notification of

acceptance of the said Tender by the Employer, then this obligation shall be null and void

but otherwise shall be and remain in full force and effect for a period of seven (7) months

from the date set for opening the said Tender.

Dated at ............................…….........…. this ………………..………. day of

……........................ 2006.

Signature : .......................................................

Name : ……………………………………

Status : ………………………………….

Witness : .......................................................

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ICT AUTHORITY

FORM OF AGREEMENT


AGREEMENT BETWEEN the Executive Director, ICT Authority (hereinafter called the

Employer) of the one part and...........................................................................................

........................................ (hereinafter called the Contractor) of the other part.

WHEREAS the Employer is desirous that certain works should be executed,

viz:.............................. ……………..................... the whole of the works as morefully

described in the Contract Documents.

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

In this agreement words and expressions shall have the same meaning as are respectively

assigned to them in the Conditions of Contract hereinafter referred to:

The following documents shall be deemed to form and be read and constructed as part of

this Agreement, viz:

(a) Letter of Award/acceptance

(b) Instructions to Tenderers.

(c) Form of Tender

(d) Specifications forms

(e) Financial Summary sheet

(f) Form of Performance Bond.

In consideration of the payments to be made by the Employer to the Contractor as

hereinafter mentioned the Contractor hereby covenants with the Employer to construct,

complete and maintain the works in conformity in all respects with the provision of the

contract.

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The Employer hereby covenants to pay the Contractor, in consideration of the

construction, completion and maintenance of the works for the sum of Rupees

................................................................................................................................................

...............................(Rs……………………) at the times and in the manner described in

the contract.

Drawn up in duplicate and good faith on .......................................................................

.................................................................................... IN WITNESS hereof the parties

hereto have caused their respective common seals to be hereunto affixed (or have

hereunto set their respective hands and seals) the day and year first above written.

The common seal of ..........................................................................................................

Limited was hereunto affixed in the presence

of:.........................................................................................................

Or,

Signed, Sealed and Delivered by the said:

………………………………………………………………………………………………

in the presence of:..................................................................................................................

Name :……………………………………………………………………………..

Address :……………………………………………………………………………..

………………………………………………………………………………

Description :……..............................................................................................................

Signed by the said (Employer):

…………………………………………………………........................................................

Name :……………………………………………………………………………..

Address :……………………………………………………………………………..

………………………………………………………………………………

Description :……..............................................................................................................

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ICT AUTHORITY

PERFORMANCE BOND


BY THIS BOND we, whose principal place of business (registered office)

...................................................................................................................................…………...

is at .............................................................................. (hereinafter called "the Contractor")

and ..................................................................................................................... whose principal

place of business (registered office) is at ........................................................…….

(hereinafter called "the Sureties") are held and firmly bound unto the ICT Authority

(hereinafter) called "the Employer") in the sum of (10% of Value of Contract)

..................................................................... payment of which sum the Contractor and the

Sureties bind themselves and their assigns jointly and severally by these presents.

Sealed with our respective seals and dated this.....………….…...... day of ....………….2006

WHEREAS the Contractor by an Agreement made between the Employer of the one part

and the Contractor of the other part has entered into a Contract viz

…………………………………………………………………..…………………………....

(hereinafter called "the Contract") for the supply, implementation and maintenance of the

works as therein mentioned in conformity with the provisions of the Said Contract.

NOW THE CONDITION OF THE ABOVE WRITTEN Bond is such that if the Contractor

shall duly perform and observe all the terms, provisions, conditions and stipulations of the

Contract on the Contractor's part to be performed and observed according to the true

purport, intent and meaning thereof or if on default by the Contractor the Sureties shall

satisfy and discharge the damages sustained by the Employer thereby up to the amount of

the above written Bond then this obligation shall be null and void but otherwise shall be and

remain in full force and effect but no alteration in terms of the Contract or in the extent or

32

nature of the thereunder or in respect of the obligations to correct defects thereunder and no

allowance of time by the Employer or the Project Officer under the Contract nor any

forebearance or forgiveness in or in respect of any matter of thing concerning the Contract

on the part of the Employer or the said Project Officer shall in any way release the Sureties

from liability under the above written Bond.

Provided Always that the above obligations of the Sureties to satisfy and discharge the

damages sustained by the Employer shall arise only if a claim by the Employer is

accompanied by either:

(a) a written notice from the Employer and the Contractor that the Employer and the

Contractor have mutually agreed that the amount of damages concerned is payable

to the Employer, or

(b) a legally certified copy of a judgement of a court having jurisdiction or of an award

issued in arbitration proceedings carried out in conformity with the terms of the said

Contract under which damages are payable by the Contractor to the Employer,

together with a statement by the Employer showing the amount of the damages

which remain unsatisfied at the date of ........…………….......... and the claim is

made within one month after the issue of the final certificate of payment under the

Contract unless prior to the expiry of such period either party shall have commenced

proceedings arising out of the Contract in which event any such claim shall be made

not later than three months after such proceedings have been finally concluded.

THE COMMON SEAL OF )

was hereunto affixed )

in the presence of )

THE COMMON SEAL OF )

was hereunto affixed )

in the presence of )